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Senior Administrative Support Specialist

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar lxbfYeaa Full time

At lxbfYeaa, we are seeking a highly skilled Senior Administrative Support Specialist to join our team. This role will provide high-level administrative support to the Dean of Georgetown University in Qatar (GU-Q).

Key Responsibilities
  • Schedule appointments for the Dean, ensuring optimal use of their time and prioritizing competing demands.
  • Create and compile detailed briefing materials for the Dean prior to meetings, including relevant facts, data, and background information.
  • Oversee the management of institutional VIP visitors, local and international government officials, coordinating logistics and ensuring a seamless experience.
Key Activities
  • Coordinate complex and dynamic schedules, managing multiple calendars and ensuring appointments are efficiently scheduled and conflicts are resolved.
  • Draft, proofread, and finalize memos, correspondence, and documents with attention to detail, accuracy, and overall quality.
  • Engage with stakeholders, including students, faculty, staff, and external partners, in a professional and courteous manner, conveying the Dean's message and priorities.
  • Identify and develop systems to facilitate the smooth functioning of the Dean's activities.
  • Help develop and sustain an effective support structure for integrated work relationships among senior leadership at GU-Q and on the main campus.
  • Research and gather relevant information, synthesizing it into clear and concise briefing materials for the Dean.
  • Maintain confidentiality and exercise discretion and appropriate judgment in all matters related to the Dean's business.
  • Collaborate with various departments to collect and analyze data, ensuring accurate and timely responses to external requests.
  • Advise on proper protocol and etiquette for visiting dignitaries, arranging necessary accommodations, transportation, and meetings.
  • Respond to email, texts, and phone calls outside normal business hours.
  • Interact with students, faculty, and staff on behalf of the Dean, providing information and addressing inquiries or concerns.
  • Prepare memos, correspondence, and documents for the Dean's signature, ensuring accuracy and clarity.
  • Manage the dean's calendar, schedule appointments, answer phone calls, coordinate travel arrangements, manage files, maintain and order office supplies and equipment, process mail, copy, schedule and plan meetings and process expense reports.